sneak peeks for directors, managers, and supervisors · better management of leave and attendance...
TRANSCRIPT
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for
Directors, Managers, and Supervisors
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EXPERTS ON HAND
Rita McManus
Carol Munemura
Rebecca Robertson
Allen Wilson
PROJECT MANAGER Alison Redmond
TRAINING COACHES Matt Constantine
Jackie Jackson Rose Johnson Phyllis A. King Rita McManus
Nina Moore Wendy Novack Jessica Palencia Mike Shannon Tiffany Snider
Meet the Team
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Cellphones on Silent
Questions & Answers
Break – 15 minutes
Demo Format
Preparing for Change
Housekeeping
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• Who here has had to figure out how County and union pay rules apply to your own, an employee’s time, or pay situation?
Show of Hands
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• Who manually tracks employee schedules, attendance, and leave balances?
Show of Hands
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easyPay will provide… Better management of leave and attendance
Accurate real-time information
Streamlined payroll procedures
Efficient reporting
Consistency & Automation Easy!
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Today you will learn
• How the system works – features & functions
• Timeclocks and Touch ID
• Who does what
• Hot Topics
• How you will be trained
• What the system looks like
• How you can prepare
• Key Takeaways
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Workforce Timekeeper (WTK)
• Timeclock w/Touch ID
• Timestamp w/PC
• Mobile App
• View /manage timecards
• View/manage schedules
• Reports
Workforce Absence Manager (WAM)
• Manage leave & attendance
• Reports
Workforce Activities
• Transit Trip Report management
• Grants administration
• Reports
Workforce Central
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How the System Works:
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• Manage work schedules & timecards
• Review employee’s hours
• Respond to time off requests
• Review timecard exceptions
• Make necessary adjustments
• Approve timecards for payroll
• Delegate authority
Workforce Timekeeper (WTK) features How the System Works:
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• Monitor attendance and leave including vacations, sick days and FMLA policies
• Run attendance reports
• Generate standard documentation
• Receive automated alerts
Workforce Absence Manager (WAM) features
How the System Works:
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Customized to do the following:
• Track time not identified in the schedule
• Automate the Trip Report used by Transit Bus Operators
• Supervisors will approve these reports
Activities Module features - Trip Reports How the System Works:
Example: If a Bus Operator finishes the assigned route 15 minutes late, the operator would select the Trip Report from easyPay and select a code to explain the cause of the delay
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Customized to do the following:
• Automate the process of tracking and reporting employee time spent on grants
• Track time spent on a specific grant or multiple grants
• Allow Broward County to report on all grants where employee time is spent working on a grant
• Supervisors will have access to this information
Activities Module - Grants administration How the System Works:
Broward County Grant Administrators will set up the record for each grant which will track the grant name, grant number, contract and/or project number, grantor agency, and funding source
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How the System Works: Ways you can access the system
• There are two (2) ways to access the system
• Employees will be assigned one way to access the system
• A PC can still be used to review accruals, and more
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• All employees must submit a time off request through the system for approved leave
• All employees will review and approve their time each pay period
• Hourly employees will clock in/out at the Timeclock or PC
• Salaried employees do not clock in/out
All Employees How the System Works:
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How the System Works: Timeclocks &Touch ID
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Employees will be assigned to specific Timeclock locations at their primary workplace and other locations they may visit
• Governmental Center
• Government Center West
• Emergency Operations Center
• Other locations specific to employee’s division (e.g. Libraries and Parks)
How the System Works: Timeclocks &Touch ID – General Access
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How the System Works: Timeclocks &Touch ID
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How the System Works: Timeclocks &Touch ID
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How the System Works: Timeclocks &Touch ID
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How the System Works: Timeclocks &Touch ID – Viewing schedules
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How the System Works: Timeclocks &Touch ID – Requesting time off
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• Clock in/out
• View schedule
• View timecard
• View Accruals
• Approve timecard
• Submit a time off request
• Use County or kmail (Kronos) email system
* Ability to clock in/out via PC or Mobile App (only if assigned)
How the System Works: Hourly Employees - Timeclock functions
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• Clock in/out via Time Stamp
• View schedule
• View accruals
• View timecard
• Approve timecard
• Submit a time off request
• Cancel time off request
• Use County or kmail (Kronos) email system
* Ability to clock in/out via PC or Mobile App (only if assigned)
How the System Works: Hourly Employees - PC / Web functions
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• Schedules already stored
• View accruals
• View timecard
• Approve timecard
• Submit time off requests
• Cancel time off requests
• Use County or kmail (Kronos) email system
• Does not Clock In/Out
How the System Works: Salaried Employees - PC / Web functions
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WHO DOES WHAT
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Who does what: Supervisor Responsibilities
• Reviewing Flags
• Resolving exceptions
• Editing prior periods (historical edits)
• Selecting leave or earning codes
• Add comments and notes to changes
Manage Employee Timecards
• Creating for part-time employees
• Assigning
• Adjusting
Schedules
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Who does what: Supervisor Responsibilities continued
• Approve timecards for employees by 10 a.m. every other Monday
Approve timecards
• Supervisors will have the ability to activate and deactivate delegations in the system
Delegate in your absence
• Approving time off requests
• Approving / denying FMLA requests
• Monitoring Attendance
Other Supervisor Tasks
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Who does what: Payroll Liaison Responsibilities
• Enter ongoing employee maintenance data into applicable system (Cyborg and/or Kronos) in real-time
Data Verification
• Continued support of employees with questions related to payroll and timekeeping
Other Payroll Liaison Tasks
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Who does what: Payroll Liaison Responsibilities continued
• Verify that all timecards are approved
• Verify that there are no exception flags in system
• Complete sign-off on division by 11 a.m. every Payroll Monday
• Coordinate payroll related matters with Payroll Central
Final Payroll Review & Closeout
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• Each agency should have a secondary designee responsible for communicating updates in employee data to the Payroll Liaison
Change Notifications and Support
• Employees cannot begin work at Broward County or transfer to another agency until their BC-102 form has been processed in Cyborg
BC-102 Form
• Due to system restrictions, supervisor payroll responsibilities cannot be assigned to the Payroll Liaison
• Payroll Liaisons will be able to see outstanding flags and exceptions but cannot make changes or corrections to an employee’s timecard
Payroll Tasks Responsibility
Who does what: Business Processes
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HOT TOPICS
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• Anyone who has direct reports and is responsible for approving or rejecting a timecard and/or time-off request is assigned the ‘Supervisor role’ in the system.
• This is a system function only and in no way affects your actual Broward County position or job classification.
System definition of ‘Supervisor’
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Real-time Employee Data • Each agency Payroll Liaison will
be responsible for keeping employee information in Cyborg and Kronos up-to-date in real-time.
• Changes in employee information may affect an employee’s pay.
Employee Data Update: Workflow
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• Supervisors can only change the timecards of employees that report directly to them
• A secondary user login is available to authorized staff; by department/office, in order to generate comprehensive reports
Data Access & Reporting Security measures are in place which prevent viewing and access to employee information outside of your immediate employee workgroup.
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• Planned vacations
• Sick time
• Other extended absences e.g. conference, training, etc.
Reasons for Delegation
• Delegates must be part of the same Division
• Delegates must be an employee with ‘supervisor role’ in system
• A secondary delegate other than the primary delegate should be identified
Delegation Rules
Supervisor Delegation
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• Last 6-digits will be used to clock in/out
• Remind employees to start remembering this number now
Memorizing Employee ID Numbers
• Employees should login often using their assigned Active Directory username and password. Keeping this information refreshed can avoid password expiration
Active Directory Username/Password
Employee ID Numbers & Active Directory Access
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Employee Learning
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How You Will Be Trained
Live Classes Supervisor Role & Payroll Liaison Tasks (Instructor Led)
Resources Quick Reference Cards Job Aides User Guides
Future (Online Tutorials)
KPass Resources (Online)
Foundations Basic Tasks for Hourly & Salaried (Online Tutorial)
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How to Access KnowledgePass
BC-Net > Hot Picks > easyPay > Learning > KnowledgePass™
Learning
Log In User Name: Employee Number Password: broward
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Navigating KnowledgePass
Self-Paced Tutorials Job Aides Quick Demonstrations
Jane Doe
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QUESTIONS?
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BREAK 15 MINUTES
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PACERS CHALLENGE!
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
.
A B C D E F G H I J K L M
N O P Q R S T U V W X Y Z
A B C D E F G H I J K L M
N O P Q R S T U V W X Y Z
A B C D E F G H I J K L M
N O P Q R S T U V W X Y Z
A B C D E F G H I J K L M
N O P Q R S T U V W X Y Z
A E I
O U
B C D F G H J K L M
N P Q R S T V W X Y Z
A E I
O U
B C D F G H J K L M
N P Q R S T V W X Y Z
A E I
O U
A B C D E F G H I J K L M
N O P Q R S T U V W X Y Z
A B C D E F G H I J K L M
N O P Q R S T U V W X Y Z
A B C D E F G H I J K L M
N O P Q R S T U V W X Y Z
A B C D E F G H I J K L M
N O P Q R S
T
U V W X Y Z
A
E
I
O
U
B C D F G H J K L M
N P Q
R S T
V W X Y Z
A
E
I
O U
B
C D F G
H
J
K
L M
N
P Q
R S T
V
W
X
Y
Z
A
E
I
O U .
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System Demonstration
Employees
• Clocking In/Out with Timestamp (PC)
• Viewing Work Schedules
• Viewing Total Hours Worked
• Approving Timecard
• Reviewing Leave Bank Hours
• Requesting Time Off
• Cancelling Time Off Requests
Supervisor
• Logging on/off of easyPay (WFC)
• Viewing Timecards
• Editing Timecards
• Managing Exceptions
• Editing an Absence (Vacation Sick) • Approving Timecards
• Running Reports
A Day in the Life…
RTO
Live Demo
Sample Screenshots – Actual configuration may vary.
What the system looks like: Logging on to easyPay
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Sample Screenshots – Actual configuration may vary.
What the system looks like: Logging off from easyPay
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Employees
• Clocking In/Out with Timestamp (PC)
• Viewing Work Schedules
• Viewing Total Hours Worked
• Approving Timecard
• Reviewing Leave Bank Hours
• Requesting Time -off
• Cancel a Time-off Request
Sample Screenshots – Actual configuration may vary.
What the system looks like: Hourly Employee View
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Sample Screenshots – Actual configuration may vary.
What the system looks like: Clocking In/Out with Timestamp – via PC
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Sample Screenshots – Actual configuration may vary.
What the system looks like: Clocking In/Out with Timestamp – via PC cont.
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Sample Screenshots – Actual configuration may vary.
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What the system looks like: Viewing a Schedule
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Total Hours Worked – Pay Period Summary
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Total Hours Worked – Per Day
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Approve Timecard – All Employees
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Approve Timecard – All Employees continued
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Approve Timecard – All Employees continued
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Requesting Time Off – My Requests
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What the system looks like: Requesting Time Off continued – Calendar View
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Requesting Time Off continued – Current Requests
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What the system looks like: Requesting Time Off continued – Calendar Submitted
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What the system looks like: Requesting Time Off continued – Pay Codes View
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Requesting Time Off continued – Request Status
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What the system looks like: Cancel Time Off Request – All Employees
Questions
Supervisor
• Logging on/off of easyPay (WFC)
• Viewing Timecards
• Editing Timecards
• Managing Exceptions
• Approving Timecards
• Running Reports
• Edit an Absence (Vacation Sick)
Sample Screenshots – Actual configuration may vary.
What the system looks like: Supervisor – Default View
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Sample Screenshots – Actual configuration may vary.
What the system looks like: Schedule Editor by Employee
Sample Screenshots – Actual configuration may vary.
What the system looks like: Editing a Timecard – Exception Flags
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Sample Screenshots – Actual configuration may vary.
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What the system looks like: Editing a Timecard - Missing Punch
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Editing a Timecard – Managing Exceptions
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Approving Timecards – Pay Period Before Approvals
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Approving Timecards – Pay Period After Approvals
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Running Reports - Reports Interface
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Running Reports - Reports Interface - Timecards
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Running Reports - Time Details
Sample Screenshots – Actual configuration may vary.
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What the system looks like: Running Reports - Touch ID Enrollment
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QUESTIONS
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• ERP Speakers Bureau Agency Visits - Now
• Sneak Peeks for Directors, Managers & Supervisors - Now
• KPass Online Resources - Now
• Foundation Online Tutorial – Coming soon
• Instructor-led classroom training – Beginning January
• Future online training – Beginning March
Pre-launch Activities
How you can prepare:
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Key Takeaways:
• Supervisors should meet with Payroll Liaisons as soon as possible to formalize your internal business processes and ensure efficiencies are in place to meet the new Payroll Central timelines every Payroll Monday
• Supervisor/Manager payroll tasks can no longer be delegated to the Payroll Liaison
• The Personnel Action Form (BC-102) must be submitted to Payroll Central and the information entered into Cyborg before an employee can start work in Broward County
• easyPay automates the same supervisory tasks that you currently perform on paper; promoting payroll efficiencies and streamlined business processes for all
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YOUR FEEDBACK IS APPRECIATED HOW ARE WE DOING? TELL US NOW…
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FROM THE ENTIRE ERP CHANGE MANAGEMENT AND TRAINING TEAM
THANK YOU! WE APPRECIATE ALL THAT YOU DO
If you have additional questions email: